Job Specification

Purpose of Position :

To provide financial and administrative support to the unit related to the administration of funds under a range of
OSAP Transfer Payment (TP) programs. To provide support in the area of procurement of goods and services for
the branch and analysis of direct operating expenditures.

Duties / Responsibilities :

Working independently under the supervision of the manager and with technical guidance from the Coordinator, the
incumbent:
1. Gathers and processes cancelled cheques for all TP programs including updating the ministry's database system,
preparing cancelled cheque deposit forms, ensuring deposit is made and entering cheque data into IFIS through
Ontario Shared Services (OSS). Determines and carries out the process for requests to generate replacement
cheques including conducting cheque trace process for lost/stolen cheques and contacting financial institutions to
verify the validity of replacement requests. Contacts students directly to sign a Bond of Indemnity prior to requesting
new cheque generation.
2. Provide general information about Ontario Student Assistance Program and Ontario Student Loan Program
policies to students, banks, and the public by responding to telephone enquiries.
3. Processes default claims (student loans defaulted at the National Student Loan Service Centre (NSLSC) or bank
are returned to the province). Reviews and assesses claims to verify accuracy and prepares proper documentation to
recommend payment of the defaulted loan as loans are fully guaranteed. Examines student bankruptcy files for
completeness and files proof of claim with the Bankruptcy Trustees where the province is a creditor.
4. Reviews files to determine eligibility for Continuation of Interest Free Status for students by evaluating applications,
determining whether applications are in accordance with program regulations and criteria and makes
recommendations to the Coordinator in complex cases. Accesses computer mainframe system to enter and update
data in the system.
5. Submits and monitors the payment process (Sachex) to request cheque generation for the full range of TP
programs. Prepares correspondence accompanying cheques to provide explanations and interpretations of process
or regulatory requirements or conditions.
6. Maintains liaison with the Collections Management Unit (CMU) of MGS to discuss student files held for collection
including reviewing/investigating accounts to determine the facts of the case and resolving problems in conjunction
with CMU, ensuring that provincial OSAP regulations and criteria are adhered to. Works with private collection
agencies to determine needs when preparing requested backup loan documentation, ensuring proper peer review of
all documentation to ensure consistency with privacy guidelines (e.g. all SIN identifiers have been removed).
7. Maintains liaison with CMU and private collection agencies regarding revenue refund processing cases where liens
have been placed on a student's tax return for non payment of loans. Reviews documentation for extenuating
circumstances provided by students for full or partial relief from the refund lien and discusses and recommends
resolution of complex cases to the Coordinator that deviate from established guidelines.
8. Reviews student files to reassess prior child care bursary or loan forgiveness overpayments and instructs prior
students of requirements for appeal (i.e. provide tax returns that indicate child care expenses, other documentation
that may be required) where files are with CMU due to no receipts provided. Sets up new overpayment accounts with
CMU IFIS accounts receivable where no receipts are available.
9. Maintains ongoing contact with the Canada Student Loan Program and NSLSC to discuss and address questions
and issues regarding student accounts including providing information and clarification of OSAP requirements and
coordinating and resolving issues where both federal and provincial student loan programs are involved.
10. Prepares VIP responses to a variety of program issues and problems (e.g. from Collection Management Unit of
MGS, Canada Student Loan Programs, NSLSC) for own or Coordinator's/Manager's/Director's signature by
investigating each case to gather information and composing responses to deal with procedural and legislative
requirements of each case. Contributes to the development/modification of program financial guidelines as a member
of working groups in conjunction with the Coordinator.
11 Provides financial and procurement administrative assistance by:
1) Assisting with the preparation of documents for procurement through Integrated Financial Information System
(IFIS) by entering data/information relating to purchases received from management and the Finance and
Administration Coordinator.
2) Maintaining hard copy and electronic carry forward and filing systems to record list of contracts requiring review,
ensuring supporting documents are organized for easy retrieval, tracking discrepancies between invoices and
purchase orders and reviewing expiration date for follow up action by Finance and Administration Coordinator,
printing a variety of reports for manager's review based on pre-determined schedule or as requested, maintaining
copies of invoices. Completing reconciliations of invoices to vendor statements as required.
3) Receiving, logging and verifying all incoming vendor invoices, purchases orders and staff travel claims for
payment, identifying outstanding payments, including vendor, purchase and travel card expenses, for monthly
reconciliation; ensuring, in accordance with policy and direction, that all supporting documentation is included;
forwarding invoices for payment and adjusting payments as required and contacting Ontario Shared Services (OSS)
to explain discrepancies or provide additional information; ensuring payments are processed correctly and charge
backs to various accounts recorded accurately by reviewing IFIS reports; reporting to Sr. Financial Coordinator any
discrepancies or abnormalities in the data.
12. Maintain V.I.P./Inquiry correspondence Log of all requests for the signature of the Premier, Minister, Deputy
Minister, Assistant Deputy Minister, Director and Branch Managers by organizing and updating an automated log of
all incoming and outgoing letters using a database; entering, retrieving sorting and printing reports on a daily basis;
forwarding incoming letters to appropriate manager for assigning responsibility for drafting replies; following up to
ensure deadlines are met; e-mailing completed drafts to Director's office for distribution to Communications Branch;
distributing approved letters to appropriate areas of the Branch; liaising with Director's office on issues or problems
concerning letters and advising appropriate staff accordingly
13. Establish and maintain filing systems containing: general and confidential documentation including
staff pay and personnel forms such as WEAR forms and performance and learning plans, and documents
related to Other Direct Operating Expenditures such as invoices, travel claims, standing agreements, and
purchase orders to support Branch audit requirements. Establish and maintain Branch key system and
photo card identification and government property checklists.

Knowledge :

Job requires knowledge of branch programs, policies and procedures for all programs administered under OSAP
(e.g. loans, bursaries, scholarships) and related legislation and regulations to process cancelled cheques for all TP
programs, review and assess default claims to verify accuracy, determine eligibility for Continuation of Interest Free
Status for students and provide explanations of OSAP process or regulatory requirements and conditions. Job
requires knowledge of financial and accounting procedures, practices and processes to prepare, review and process
defaulted loans, ensure the payment process to institutions, banks and individuals, assess child care bursary and
loan forgiveness overpayments and review tax refund relief cases and track payment of invoices in a general ledger
Job requires knowledge of the branch on-line computer system and related financial systems (e.g. IFIS) to
input/access program data, enter cheque data into IFIS through OSS and determine and carry out the process for
requests to generate replacement cheques including conducting cheque trace activities. Job requires knowledge of
branch program and administrative processes and funded parties to review/investigate accounts held for collection to
determine the facts of the case, maintain contact with the Canada Student Loan Program and NSLSC to discuss and
address questions and issues regarding student accounts, prepare VIP responses to a variety of program issues and
problems including dealing with procedural and legislative requirements of each case and contributing to the
development/modification of program financial guidelines as a member of working groups. Job requires knowledge of
current software applications (e.g. MS Word, Excel, IFIS, internet/intranet) to gather data and information, access
financial and program data and prepare reports and correspondence.

Skills :

Job requires analytical and problem solving skills to process cancelled cheques for all TP programs, determine and
carry out the process for requests to generate replacement cheques, assess claims to verify accuracy, prepare
proper documentation to recommend payment of defaulted loans and discuss and recommend resolution of complex
cases involving requests for relief from tax refund liens, ensuring confidentiality provisions are adhered to. Job
requires analytical and research skills to gather data, assess the validity, accuracy and completeness of information,
review and investigate accounts to determine the facts in cases of overdue account, review student files to reassess
prior child care bursary or loan forgiveness overpayments and contribute to revised financial guidelines and
procedures. Job requires planning and organizational skills to coordinate own activities and support branch
management group while maintaining flexibility to perform different tasks throughout the day, and ensure legislative
requirements and timelines are met, consult with/coordinate activities with funded parties, federal staff and CMU and
perform various tasks throughout the OSAP processing cycle. Job requires researching skills to prepare
documentation for procurement of goods and services for the Branch. Job requires communication, interpersonal
and customer service skills to deal tactfully and courteously with students, officials and staff, explain processes and
legislative requirements to students, institutions and banks, consult with/coordinate activities with CMU, private
collection agencies, vendors, Canada Student Loan staff and NSLSC. Job requires computer skills to prepare a
variety of correspondence and documents, enter/access data and conduct on-line processing of documentation.
Ability to work independently and as an effective team member.

Freedom of Action :

Job requires working independently under the supervision of the Manager and the technical leadership of the
Coordinator. Guidance is also available from ministry and OPS financial, administrative and TP policies, procedures,
principles, practices and guidelines related to OSAP. Latitude for decision making exists in: determining and carrying
out the process for requests to generate replacement cheques; determining eligibility for Continuation of Interest Free
Status for students including evaluating applications to determine whether applications are in accordance with
program regulations and criteria; recommending payment of defaulted loans; reviewing/investigating accounts sent
for collection to determine the facts and recommend resolution; resolving issues with federal staff; and contributing to
the development/modification of program financial guidelines; Work is reviewed by the Manager and/or Coordinator
for soundness of recommendations and the application of and adherence to policies, practices and legislation and the
adequacy of client service. Job requires referring matters to the Manager/Coordinator that vary from established
policies and procedures (e.g. complex cases of tax refund relief, issues of non-compliance).